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HubSpot

HubSpot’s CRM keeps contacts, companies, potential sales and tasks in one place. Its sales, marketing and service products can use the same underlying records.

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When do you need both a contact and a deal?

Use a contact to remember the person and a deal to track a particular sale. The same buyer might ask about a trial today and a larger team purchase later. Put the next action on the deal it belongs to.

Try a manual task first. “Send revised trial dates on Tuesday” gives your teammate a clear next step. The account can also support marketing and service work, but check those products’ separate allowances before planning around them.

What can you start with before connecting your inbox?

HubSpot lists up to two users and 1,000 contacts on its free tools. Add a few records and track tasks by hand while you decide which messages belong in the shared history.

A connected mailbox can log messages according to the account’s rules. Review what gets recorded and who can see it before connecting an inbox. HubSpot documents a Never log list for specified addresses and domains. Before testing, verify that the HubSpot account and dedicated inbox contain only fictional records and messages, with outgoing automations and notifications disabled. If you cannot verify those settings, sketch what should log on paper.

Will a record export include the conversation?

The record export contains current field values and selected links between records, such as a deal’s associated contact. HubSpot describes separate methods for activity history such as notes and calls. Check the exact pieces you need before relying on a move.

Export permission is required. A useful sample is one fictional deal with its contact and a call note. Check which files contain those details, then handle any activity you still need separately.

How would you hand off an inquiry while away?

Draw a contact card and a deal card for a fictional workshop app. Keep this on paper without connecting an inbox or entering any customer details.

  1. Record the promise
    Write that the buyer asked for trial dates and that Maya will reply Tuesday.
  2. Hand the cards to a teammate
    Ask who replies and what they will send. If the answer is unclear, make the owner and next task explicit.